Microsoft Exchange Server 2010 : Creating and Working with Public Folders (part 1)

The following sections examine techniques you can use to create and work with public folders. Both users and administrators can create and work with public folders using Outlook. Administrators can also create and work with public folders using the Public Folder Management Console or the Exchange Management Shell.

Creating Public Folders in Microsoft Outlook

Both administrators and authorized users can use Outlook to create public folders in the default public folder tree. To do this, complete the following steps:

1. Start Outlook. If the Folder list isn't displayed and you are using Outlook 2007, click Go, and then select Folder List. If the Folder list isn't displayed and you are using Outlook 2010, click the Folder List button in the lower-right corner of the Navigation pane or press Ctrl+6.

2. Expand Public Folders in the Folder list, and then right-click All Public Folders.

3. Select New Folder. You'll see the Create New Folder dialog box, as shown in Figure 1.

4. Enter a name for the public folder, and then use the Folder Contains list box to choose the type of item you want to place in the folder. Public folders can contain the following:

   • Calendar Items

   • Contact Items

   • InfoPath Form Items

   • Journal Items

   • Mail And Post Items

   • Note Items

   • Task Items

   

   Figure 1. Create a new public folder in the default public folder tree.

5. Select where to place the folder. To create the folder as a top-level folder, select All Public Folders. Otherwise, expand All Public Folders, and then select the folder in which you want to place the public folder.

6. Click OK. Complete, as necessary, the following tasks.

   • Control replication and set messaging limits.

   • Set client permissions.

   • Propagate public folder settings.

Creating Public Folders Using the Public Folder Management Console

As an administrator, you can use the Public Folder Management Console to create public folders by completing the following steps:

1. In the Exchange Management Console, start the Public Folder Management Console by selecting the Toolbox node in the left pane and then double-clicking the Public Folder Management Console entry in the main pane.

2. In the left pane, you have access to default public folders and system public folders. Navigate through successive levels of the public folder hierarchy by double-clicking expandable nodes until you get to the folder in which you want to create your folder.

3. Right-click the folder in which you want to create a folder, and then select New Public Folder. This starts the New Public Folder Wizard.

4. On the New Public Folder page, shown in Figure 2, type the display name for the public folder. The Path box shows the path to the folder you are creating in the public folder hierarchy. If the path is a backslash ("\"), you are creating a new top-level folder. Otherwise, you are creating a subfolder of an existing folder.

5. Click New to create the public folder, and then click Finish.

Figure 2. Create a public folder for the organization.